Privacy Policy

Who we are

Evolve Aesthetics Clinic is a nurse-led medical aesthetics clinic based at Fakenham Medical Practice, Meditrina House, Trinity Road, Fakenham, Norfolk, NR21 8SY. We are the data controller for the personal information you provide to us. If you have any questions about this policy or how we handle your data, please contact us at: [email protected] or by telephone on 07356 255644.

What information we collect

We may collect and process the following categories of personal data:

• —Identity data — your name, date of birth, and gender
• —Contact data — your email address, telephone number, and postal address
• —Health data — medical history, medications, allergies, contraindications, and treatment records (this is special category data under UK GDPR)
• —Financial data — payment records (we do not store full card details)
• —Technical data — IP address, browser type, and pages visited when you use our website
• —Communications — enquiries, consultation notes, and correspondence with us
• —Photographs — before and after treatment images, taken only with your express written consent

How we use your information

We use your personal data for the following purposes:

• —To provide and manage your aesthetic treatments and consultations
• —To maintain accurate medical and treatment records as required by our professional obligations
• —To contact you regarding appointments, follow-up care, and aftercare advice
• —To respond to your enquiries submitted via our website contact form
• —To comply with our legal and regulatory obligations, including those set by the Nursing and Midwifery Council (NMC)
• —To send you appointment reminders and relevant clinic updates (where you have consented)
• —To improve our website and services

Legal basis for processing

We rely on the following legal bases to process your personal data:

• —Contract — to fulfil our obligations when you book a treatment or consultation
• —Legitimate interests — to manage our business, respond to enquiries, and improve our services
• —Legal obligation — to comply with professional, regulatory, and statutory requirements
• —Consent — for marketing communications, photography, and the processing of special category health data where required
• —Vital interests — in emergency situations where your health or safety is at risk

Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Health and medical data

As a medical aesthetics clinic, we collect and process special category health data. This is necessary to provide safe, appropriate treatments and to fulfil our duty of care as a registered healthcare professional. We process this data on the basis of explicit consent and our obligations as a healthcare provider. Your health records are stored securely and accessed only by the treating practitioner.

How we share your information

We do not sell, rent, or trade your personal data. We may share your information in the following limited circumstances:

• —With our booking system provider (Aesthetic Nurse Software) to manage appointments — they act as a data processor on our behalf under a data processing agreement
• —With our website hosting and communication service providers, who process data only on our instructions
• —With regulatory bodies (such as the NMC) where we are legally required to do so
• —With emergency services or healthcare providers where there is a risk to your health or safety
• —Where required by law, court order, or legal process

How long we keep your data

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and in accordance with our legal and professional obligations:

• —Medical and treatment records — a minimum of 8 years from the date of last treatment (or until age 25 for patients who were minors), in line with NHS and NMC guidance
• —Enquiry and contact form data — up to 2 years if no treatment relationship is established
• —Financial records — 7 years in accordance with HMRC requirements
• —Marketing consent records — until consent is withdrawn

After the applicable retention period, your data is securely deleted or anonymised.

Cookies and website data

Our website uses cookies and similar technologies to improve your browsing experience and understand how visitors use our site. We use:

• —Strictly necessary cookies — required for the website to function correctly
• —Analytics cookies — to understand visitor behaviour and improve our site (only with your consent)

You can manage your cookie preferences at any time via the cookie consent banner on our website. For more information, please see our Cookie Policy.

Your rights

Under UK GDPR, you have the following rights regarding your personal data:

• —Right of access — to request a copy of the personal data we hold about you
• —Right to rectification — to ask us to correct inaccurate or incomplete data
• —Right to erasure — to request deletion of your data in certain circumstances
• —Right to restriction — to ask us to limit how we use your data
• —Right to data portability — to receive your data in a structured, machine-readable format
• —Right to object — to object to processing based on legitimate interests or for direct marketing
• —Rights related to automated decision-making — we do not use automated decision-making or profiling

To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Data security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, or disclosure. These include secure password-protected systems, encrypted data storage, and restricted access to personal information on a need-to-know basis. In the event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO as required by law.

Third-party links

Our website may contain links to third-party websites, including our booking portal. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal information.

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on this page, with the date of last update shown at the top. We encourage you to review this policy periodically.

Contact us

If you have any questions, concerns, or requests relating to this privacy policy or how we handle your personal data, please contact us:

Evolve Aesthetics Clinic
Fakenham Medical Practice, Meditrina House
Trinity Road, Fakenham, Norfolk, NR21 8SY
Email: [email protected]
Telephone: 07356 255644